Enforcement Tracking — File Opening, Stage Tracking, and Collection

The Enforcement Tracking module digitally manages the legal process initiated against residents who continuously fail to pay dues. File opening, lawyer assignment, which stage the process is at, which expenses were made, incoming collections — all are collected in a single record. In the annual general assembly, you can instantly answer the question "Which resident has enforcement, how much did we collect?"

Where to open?

From the left menu, Management → Enforcement Tracking. At the top of the page:

• KPI bar (4 cards) — Open Files (yellow) / Total Receivable / Collected (green) / Closed + Cancelled (gray).
• At the upper right, 3 buttons: Report (enforcement statistics) / Lawyers (lawyer CRUD) / New File (purple — start new enforcement).
• Below, filter bar: search + status + stage + lawyer dropdowns.

1. Open a new enforcement file

Press the New File button at the upper right. The New File form opens:

Debtor selection

• Debtor (Resident) — search by typing, select from the system. If the resident has not paid for a long time, appears here.
• The system automatically retrieves the open debt list of that resident. You select which debts will go into enforcement with checkboxes.

File information

• File Title — internal name you will recognize (e.g., "Ahmet Yılmaz — 2027 Dues Debt").
• File No / Case No — optional; write the case number here when working with a lawyer.
• Court — Enforcement Office or court name (e.g., "Istanbul 7th Enforcement Office").

Lawyer assignment

• Lawyer dropdown — Select from the Lawyers list. If the lawyer is not in the system, first add from the Lawyers page (Lawyers button at the upper right).
• Default Attorney Fee Rate — the percentage the lawyer will request (defined in the lawyer registration form if needed, comes automatically).

Starting stage

You select at which stage the file starts (6 main groups):

• Preparation (gray) — decision made, lawyer not assigned.
• With Lawyer (blue) — power of attorney being arranged.
• In Enforcement (yellow) — file opened at the enforcement office.
• In Court (navy) — debtor objected, trial process.

Confirm — the file is created and you are redirected to the detail page.

2. File detail — stage management

At the top of the detail page:

• File title + file no.
• Debtor resident (name + unit).
• Lawyer (if any — phone, email, bar information).
• Stage badge — current stage appears colored.
• Change stage button — move to a new stage (there is state machine control — you cannot go backwards).

13 detail stages (system state machine)

Behind the 6 main groups, they are stored as 13 detail stages:

• Preparation group → Preparation stage.
• With Lawyer group → With Lawyer stage.
• In Enforcement group → File Opened / Payment Order / Delivery / Finalized / Seizure / Sale stages.
• In Court group → Court stage.
• Collected group → Collection / Closed stages.
• Cancellation group → Administrative cancellation.

Detail stages are useful in technical talks with the lawyer; 6 groups are sufficient for daily management.

3. Debts panel (left)

Dues/late interest debts included in the enforcement file are listed:

• Each debt: due date + description + principal debt + late interest + paid + remaining.
• The debt is locked with an enforcement mark (icra_id) in the system — cannot be deleted, cannot be closed with normal collection.
• To include new debts in enforcement, "+Add Debt" button.

4. Expense recording

Record expenses incurred during the enforcement process:

• Expense Type dropdown: Fee / Delivery Fee / Power of Attorney / Travel Expense / Other.
• Amount — TL equivalent of the expense.
• Date.
• Description — optional detail (e.g., "Delivery fee — PTT").

Expenses are added to the file's total receivable amount — they are among the items to be collected from the debtor.

5. Taking collection

Enter collections received through the enforcement file into the system:

1. Press the Take Collection button on the detail page.
2. Select Amount and Cash Account (which cash account it was deposited into). The system automatically suggests your last used cash account.
3. Enter Description and date.
4. Confirm — the collection is reflected in the cash account, the "Collected" counter of the enforcement file increases.

6. Stage history (timeline)

On the detail page, the stage history appears in chronological order: on which date which stage was transitioned to which stage, who changed it, what is the description if any. It becomes a reference in KMK audit and coordination with the lawyer.

7. Statutory Mortgage (KMK Art. 22)

Important legal right of apartment management: according to Article 22 of the Condominium Law, a statutory mortgage can be established for dues receivable. A mortgage is placed on the title deed of the debtor unit, and until paid, the resident cannot sell the unit.

If there is a Statutory Mortgage Active switch on the file detail, a yellow "Mortgage" badge appears in the list and the following information is added:

• Mortgage date.
• Land Registry Office file number.
• Sequence (which order the mortgage was taken).

8. File closing

There are two closing forms:

• Collected stage — the debtor paid, the file was successfully closed.
• Cancelled stage — the debtor died, the court rejected, or was cancelled for another reason.

Closed files appear in the "Closed / Cancelled" counter in KPI. Historical information is preserved, can be reopened if needed.

9. Reopening

If a new debt arises on a closed (Collected or Cancelled) file or was incorrectly closed, you can reopen with the Reopen button. The stage returns to "Preparation," and an additional stage note is added.

10. Lawyer management

The Lawyers button at the upper right — goes to the lawyer CRUD page. Here:

• Add a new lawyer: full name, bar no, phone, email, default attorney fee rate.
• The number of open files for each lawyer appears next to it.
• Lawyers are in a user/company-based pool — you add a lawyer to the system once and use in all complexes.

11. Enforcement report

The Report button at the upper right — enforcement statistics page: how much debt which resident has, how many files are open, average collection time, and other reports. Useful in annual general assembly preparation.

Practical suggestions

• Enforcement is a last resort — first try SMS reminders, email notifications, phone conversations. Enforcement is both traumatic for the resident and costly for management.
• Set a specific debt threshold — e.g., "Not paid 6 consecutive months + over 3,000 TL" → enforcement. Below that, soft follow-up is sufficient.
• Discuss expenses with the lawyer upfront — attorney fee rate + case fees + delivery fees, total how much will it be, be clear.
• Use statutory mortgage (KMK Art. 22) — especially if 50,000+ TL debt has accumulated on the unit, placing a mortgage on the title deed is a strong pressure; you become a priority creditor at sale.
• Keep the stage history properly — you can instantly answer the question "when did what happen?" later.

Next step

To do bulk operations (deletion, interest cancellation, late interest freeze) on hundreds of residents at the same time, the Bulk Operations module is in the next article.